Vacancy title:
Administrative Assistant

Jobs at:
Rwanda Civil Society Platform

Deadline of this Job:
Friday, on 4th May, 20118, at 4 pm.

Duty Station:
Kigali, Rwanda

JOB DETAILS:
The Rwanda Civil Society Platform (RCSP) is a Non-Governmental Organization that was established in 2004 with an objective to setup up a platform for information sharing and consultation between CSOs and their partners. It operates in accordance with Law No. 04/2012 of 17/02/2012 on the organization and functioning of national non-governmental organizations in Rwanda. It is currently composed of 9 national umbrella Organizations which have more than 1400 Member NGOs in total. The RCSP main mission is to serve as a framework for consultation, reflection on common issues, information sharing, support and mutual reinforcement and to provide valid interlocutor in the face of various partners of civil society.
To achieve its mission, RCSP wishes to recruit a highly motivated candidate to fill the following vacant post:
Post title: Administrative Assistant to the Executive Secretary of RCSP
The purpose of the position
The overall purpose of the position is to manage the office of the Executive Secretary and to provide secretarial, clerical, administrative and general office support to the Executive Secretary

Post title: Administrative Assistant to the Executive Secretary of RCSP

The purpose of the position overall purpose of the position is to manage the office of the Executive Secretary and to provide secretarial, clerical, administrative and general office support to the Executive Secretary.

Key Duties and responsibilities:

• Provide a comprehensive secretarial and administrative support to the Manager of including: drafting correspondence, minute taking, filing and records keeping and related tasks;
• Manage office systems and filing procedures, plan, schedule and coordinate meetings, appointments and other activities;
• Filling and follow up on all urgent signatures including delivery of requests for quotations and other correspondences;
•  Follow up on contract signatures with different authorities and ensure that they are signed on time;
• Arrange essential mails in priority action order for the Executive Secretary;
• Check deadlines of incoming requests and advise the Executive Secretary accordingly;
• Maintain calendar and ascertain which events require the presence of the Executive Secretary;
• Ensure judicious handling of all office issues;
•  Screen visitors to minimize interruptions to the Executive Secretary;
• Organize and arrange the Executive Secretary’s appointments;
•  Receive visitors to the Executive Secretary’s office;
• Prepare and proofread responses to letters addressed to the partners;
• Summarize detailed information for the Executive Secretary’s attention;
•  Perform any other duties that may be assigned by the Executive Secretary.

SKILLS and REQUIRED QUALIFICATION

• Bachelor’s degree in Public Relations, Public Administration, Secretarial studies, Literature, and other related fields,
• Degree ranked in first or second class honors upper division,
• Excellent written and oral communication skills,
• Demonstrate capacity to work pro-actively with partners,
• Proficient level of MS Office package (MS Excel, Word, PowerPoint, etc.),
• Complete mastery of Kinyarwanda and English, communication in another language used in the country being an added value.
  Specific Skills
• Strong leadership competency and supervisory skills; ability to work individually and within a team with limited supervision. A self-starter,
• Good analytical and problem solving,
• Able to communicate clearly and sensitively with internal and external stakeholders as a representative of RCSP. This includes effective negotiation and representation skills.

SKILLS&REQUIRED QUALIFICATION

• Ranked in first-class honors upper division
• Excellent written and oral communication skills
  Demonstrate capacity to we pro-actively with partners; -Proven working experience project management and financial skills;
• Proficient level of MS Office package (MS Excel, Word, PowerPoint, etc.);
• Complete mastery of Kinyarwanda and English communication in other language used in the region being an added value

Values: Respect, integrity, diversity, commitment to excellence, adaptability, able to perform under stress, innovation, building relationships, communicating effectively, facilitating change, developing teams, initiating action, strategic decision making, planning, and organizing, leading through organizational vision and mission.

Job application procedure

Please, hand delivers your applications at the Front Desk of Rwanda Civil Society Platform Country Office in Kicukiro district, Kagarama sector, KK 371 st, Plot no 4.
Your application should include:
1. A covering letter (ii) a comprehensive CV (iii) Academic Certificates (iv) Details of 3 referees, one of whom should be your current employer.
Deadline for applications is Friday, on 4th May, 20118, at 4 pm.
Please note that applications which do not meet the specified minimum requirements or are received after the closing date will be rejected. Only shortlisted candidates will be contacted. Qualified Women candidates are particularly encouraged to apply for this position.